Job Description Administration Executive / Front Desk Executive
Department: Administration
Reporting To: Admin Manager
Location: Plant (Vankas)
Job Purpose
The Front Desk Executive is responsible for creating a positive first impression of the organization by professionally managing the reception area, handling incoming and outgoing calls, coordinating visitor entry, and supporting basic administrative activities. The role ensures smooth front office operations, effective communication, and a welcoming, secure environment for guests, clients, and employees.
Key Responsibilities
- Facility Management Reception area
- Maintain cleanliness and hygiene of reception and admin areas.
- Ensure conference rooms are clean, presentable, and ready for meetings.
- Manage front desk operations including incoming and outgoing calls.
- Guest / Visitor & Safety Management
- Coordinate and manage guest and visitor movement.
- Ensure availability of PPEs, joining kits, and client visit kits at all times.
- Arrange refreshments for visitors as required.
- Ensure visitor safety and compliance with company protocols.
- Washroom Management
- Conduct daily checks using washroom sanitation checklists.
- Ensure availability of sanitary items and hygiene supplies.
- Monitor plumbing, leakages, lights, and fans and arrange timely repairs.
- Coordinate with maintenance teams for issue resolution.
- Courier Management
- Handle inward and outward courier operations.
- Maintain courier registers and tracking records.
- Ensure timely handover of couriers to concerned employees.
- Stationery & Housekeeping Inventory Management
- Manage ordering, issuing, and stock control of office stationery and housekeeping materials.
- Maintain inventory records and ensure optimal stock levels.
- Coordinate with vendors and internal departments for material requirements.
- Pest Control Management
- Coordinate pest control activities for admin offices, plant offices, stores, worker colony, and peripheral areas.
- Ensure periodic pest control services and maintain service records.
- Follow up with vendors for compliance and effectiveness.
- First Aid Box Management
- Ensure first aid boxes are stocked at all 13 designated locations.
- Regularly check expiry dates and replace expired items.
- Maintain first aid inspection records.
- Housekeeping Monitoring
- Monitor cleanliness of reception area, admin block passages, security room, and main gate.
- Supervise housekeeping staff and contractors.
- Ensure maintenance and repair of housekeeping equipment.
